World Vision Jobs – Program Support Assistant

  Administration Jobs in Uganda, Business Administration Jobs in Uganda, NGO - Non-Government Organisations Jobs in Uganda, Uncategorized

Reports
to: Programme
Manager
Duty
Station: Nakasongola,
Uganda
About
WVU:
World Vision Uganda is a
Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice. We currently work in over 40 districts in Uganda. World
Vision is committed to the protection of children and we will not employ people
whose background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every child,
Life in all its fullness. Our prayer for every Heart, the will to make it so.”
Job
Summary: The Program
Support Assistant will give operational and logistical support to the Programme
Office. 
Key
Duties and Responsibilities:
1.     
Logistics
and Administration Support:
  • Screen
    incoming telephone calls, mails, inquiries, and requests and handling them
    as appropriate, including relaying accurate and timely messages and
    answering of queries.
  • Maintain
    a database of assets.
  • Manage
    a filing system for record control of key documents.
  • Provide
    logistical support and back-up to in the planning of meetings and
    workshops.
  • Ensure
    adequate stocks of key office materials are in place at all times.
  • Maintain
    supplies/logistics inventory and preparing requisitions for office
    supplies and equipments.
  • Related
    support including secretarial duties as required such as timely printing,
    photocopying and binding of documents..
  • Clean
    and tidy up office premises
  • Prepare
    and provide refreshments to staff
2.    
Support
to Staff:
  • Provide
    information and guide staff on administrative processes, procedures and
    requirements.
  • Facilitate
    and support staff on logistical and administrative requirements such as
    travels, follow up on requisitions, etc on regular basis
  • Support
    staff on follow-up of internal communications and actions.
3.     
Support
to Meetings/fora:  
  • Compile
    calendar/s of key events.
  • Support
    planning of the events and meetings.
  • Follow
    up on meeting invitations through emails and phones as is appropriate.
  • Plan
    for and manage logistics for regional meetings and other forums such as
    workshops and reflection/ learning events.
4.    
Guest
Logistics :
  • Plan
    for guest logistics
  • Schedule
    meetings, entry and exit briefs, etc.
  • Handle
    check in and out of guests from hotels.
  • Support
    guest’s general needs like shopping, church service. 
5.    
Reporting
:
  • Follow
    up with staff on submission of their monthly reports.
  • Draft
    regional monthly report for PM’s review and submission to ROM within the
    stipulated timelines.
  • Follow
    up with responsible staff on status implementation of key action points
    and decisions from the meetings/fora.
 Qualifications,
Skills & Experience:
  • The
    applicant should possess at least a Diploma in Office Management,
    Secretarial Studies, Business Administration and Management or related
    field. Bachelor’s degree in the indicated fields is an added advantage.
  • At
    least one year’s experience in office administration and organization
  • Must
    have knowledge in computer applications like MS Office and data base
    management
  • Knowledge
    in logistical operations 
  • Excellent
    customer care and public relations.
  • Very
    strong relational and communication skills.
  • Commitment
    to World Vision mission and partnership values and sensitivity to its
    various expressions across cultures and denominations.
  • Mature
    Christian, able to stand above denominational diversities.
How
to apply: 
All those with a penchant
for humanities and are willing be part of this prestigious NGO, World Vision,
should send their application and complete Curriculum Vitae, via E-mail to wvujobs@wvi.org . Please address the
application to the People and Culture Specialist (Recruitment) and do indicate
the post title in the email subject line.
NB: Qualified
female candidates are particularly encouraged to apply. We do appreciate your
interest in working with us. However, only short listed candidates will be
contacted.
Deadline:
1st July, 2013
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